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Computer Applications I Competency 1 – Discuss business communication hazards, techniques, system maintenance, and navigation. Objective 1.03 - Apply system maintenance and navigational techniques. Basic Software Commands To set the menus in MS Office to always display in full view:

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computer applications i

Computer Applications I

Competency 1 – Discuss business communication hazards, techniques, system maintenance, and navigation.

Objective 1.03 - Apply system maintenance and navigational techniques.

basic software commands
Basic Software Commands

To set the menus in MS Office to always display in full view:

  • Click Tools
  • Click Customize
  • Click Options
  • Check the box for “Always display full menus.”
cut copy and paste cut copy and paste are powerful time saving tools used in most software programs
To copy text:

Highlight the text

Select Edit

Select Copy

Place and click the desired insertion point

Click Edit

Click Paste.


Copy  ctrl + c

Paste  ctrl + v

Cut  ctrl + x

To cut text: 

Highlight the text

Select Edit

Select Cut.

To paste text:

Text that has been cut or copied will appear by clicking at the desired insertion point.

Cut, Copy, and PasteCut, Copy, and Paste are powerful time-saving tools used in most software programs.

Cut actually removes the text from the original location; Copy will create another copy of it.

exploring software
Exploring Software
  • Using your start menu, you can see what programs are installed on your computer.
  • In Windows XP, Click Start then Programs. A list of all the software you have will show.
  • Some programs will be inside folders (sub-menus) on the start menu.
  • Other programs will be right on the main menu.
help menus
Help Menus
  • The Help Menu should be your first resource for finding help with your software.
  • Most programs offer a searchable help file. Type in your search term and click go.
  • You can also find help online using the software’s website.
title bar and window manipulation
Title Bar and Window Manipulation
  • The Title Bar shows the name of the application or document that is in the Window.
  • When the Window is in Restore Mode, you can drag the window around on your screen by placing the mouse in the title bar, holding the left mouse button down, and dragging the window.
  • In the top right corner of the window are buttons for minimizing, maximizing/restoring, and closing the window.


Title Bar




The Maximize/Restore button toggles between selecting full screen or the original window size

window manipulation minimizing
Window Manipulation - Minimizing
  • The minimize button shrinks the window down to a button on the taskbar at the bottom of the screen.
  • The program is still running even though it is minimized.
window manipulation maximizing
Window Manipulation - Maximizing
  • The maximize button enlarges the window to take up the entire screen.
  • Other programs may still be running behind the maximized window.
window manipulation resizing
Window Manipulation - Resizing

Resizing allows you to customize the window size.

  • To do this, you cannot have the window maximized.
  • Click and drag in the lower right corner of the window to resize the window. Most software programs have little lines that indicate where to click.
  • Some windows will not allow you to resize them.
pull down menus
Pull Down Menus
  • A menu is a list of commands or options that are used to accomplish a task.
  • Menus are located below the title bar.
  • The menus in most Windows applications are similar.
    • The File menu is used to open, save, and print the contents of files.
    • The Edit menu is used to change the contents of files.
    • The View menu is used to enlarge or change the way the data is displayed
    • The Windows menu is used to arrange multiple windows or to switch between files.
    • The Help menu is used to retrieve instructions on using the software.
pull down menus continued
Pull Down Menus (Continued)
  • Some menu options include symbols such as:
    • Ellipsis (…)
    • Triangle
    • Arrow
  • A sub-menu will appear when the symbol is clicked.
save vs save as
Save vs. Save As
  • The Save command will automatically save the current file with the filename already in use.
  • Save As allows you to save with a different file name. Use this option when you need a new copy of the file or if you are making several versions of the same file.
  • If the file does not yet have a name, the Save As option will come up even if you click save.
periodic saving
Periodic Saving
  • You should frequently save your work!
  • Power does go off every now and then, and you better have a saved copy!
  • You can make MS Office programs auto-save your files.
    • Click on Tools – Options
    • Click on the Save Tab
    • Check the box for “Save AutoRecovery every 5 minutes”.
    • This creates a backup copy if your computer or software restarts.
  • You should periodically create backups of the files on your computer because a hard disk loss may occur.
  • A backup is usually stored on a different storage medium from the original files.
  • There are several software options available to quickly automate this task. Most software programs will copy your entire drive.
  • You can also copy your files to a CD or a USB drive if you only want to back up certain files.
downloading trial software
Downloading Trial Software
  • Click on the link to save the software to your computer. A good practice is to create a “Downloads” folder on your C: drive to save downloaded files.
  • After the software has downloaded, use My Computer to browse and find your file.
  • Double click the file to start the installation process and dialog boxes.
  • Follow the instructions in the dialog boxes for direction about what components to install and where to install them.
  • “Default” or “Typical” installations will do most of the work for you, just click and go!
  • Trial software usually lasts for 30 days. After the trial period is up, you must purchase a code to unlock the software.
using my computer
Using “My Computer”
  • My Computer displays all of the files and folders located on your computer.
  • It provides a task pane of “File and Folder Tasks” that are very useful for file management:
    • Make a new folder
    • Move this folder
    • Copy this folder
    • Delete this folder
  • Selecting Files or Folders
    • To select one, simply click on it.
    • To select several in a row, click on the first, hold shift and click on the last.
    • To select multiple folders that are not together, hold ctrl while you click on them.
  • Defragging is the process of rearranging all of the files on the hard drive of the computer so they are back in order and take up less space.
  • You should periodically defrag your computer to make it run faster.
  • Steps to Defrag:
    • Double click My Computer
    • Right click the C: drive.
    • Select Properties.
    • On the Tools tab, click the Defragment Now button.
    • When the window comes up, click the Defragment button.
    • The software will run on its own and let you know when it is complete.
print screen
Print Screen
  • The Print Screen button on your keyboard allows you to take an image of your screen. It places the image onto the clipboard.
  • You may then click the paste button on any program to insert the image.
  • Using Alt + Print Screen will just capture the image of the active program
  • The clipboard is a temporary storage place for any item that is copied or cut.
  • In MS Office software, you can bring up the clipboard in the task pane and scroll through the items.
  • When you paste, the most recent item in the clipboard is pasted.
ms briefcase concepts
MS Briefcase Concepts
  • File synchronization, in its simplest form, is automatic copying.
    • Files from a specified directory on one system are mirrored to a directory in a second system.
    • Whenever changes are made, or at specified points, the computers communicate and share any changes that have been made to the directory or files.
  • A digital briefcase operates according to the same principles. Files can be moved from computer to computer via floppy or USB memory key (or on a laptop).
    • The briefcase creates offline copies of all of your files which can then be moved to any other system and worked on.
    • Returning the briefcase to your original system allows you to update your files with any changes you made while away.
ms briefcase basics
MS Briefcase Basics
  • Create a new briefcase on the desktop by right clicking on an empty area and selecting New, Briefcase.
  • Drag desired files onto the briefcase icon. This will create copies of the files in your briefcase.
  • Double click the briefcase icon.
  • Note the files you have added. The 'sync copy in' column shows where the original copy of the file is stored, and the 'status' column shows its current state (up-to-date, unchanged in briefcase, needs updating or orphaned).
  • Drag and drop the briefcase to some kind of removable media like a floppy disk or USB memory key.
  • You can also open a network share on another system and copy the briefcase over the network.

MS Briefcase Basics (Continued)

  • Transport the briefcase to another system and double click the icon to open it and edit the files.
  • Do not move the files out of the briefcase onto another computer, as this will remove the link to the original file. Instead, open the files within the briefcase folder in order to edit them.
  • If you are working on a floppy drive, you can drag and drop the briefcase onto the new computer's desktop to get better performance.
  • Now transport the briefcase back to the original computer and open it. Note that the 'status' of any files that you edited has been changed to 'needs updating.' Select 'update all items' from the 'briefcase tasks' section on the left.
  • A window will open illustrating the changes that will be made. Confirm the changes and click 'update' to carry out the operation. All the original files will be updated with the changes you made on your other system.
zipping and unzipping files
Zipping and Unzipping Files
  • Highlight and click on the zip file. Or right click and select unzip.
  • This opens the zip file into the WinZip program. Let's extract the file using the "Drag-n-Drop" method.
  • To drag a file from the zip window into the target folder, it's best to arrange both windows so that you have a clear path from one to the other.
  • Start the "Drag-n-Drop" method by highlighting the file with the mouse arrow. Then press and hold the left mouse button.
  • To drop the file, release the left mouse button which you have been holding down all this time. The file will drop into the folder and the task is complete.
recognizing system storage devices
Recognizing System Storage Devices
  • Windows XP automatically recognizes storage devices as they are plugged in.
  • They will be assigned the next drive letter in the My Computer window. (E, F…)
  • To use them, double click their icons to see what files are on them.
  • You may also save straight to the devices from the software by selecting the drive in the save to dialog box.
demonstrate installing software
Demonstrate Installing Software
  • Insert the installation CD into the CD drive.
  • Always close out of all other programs when installing new software.
  • Follow the on-screen directions for installing software.
  • Some software programs require you to restart the computer upon completion of the installation.
installing printers
Installing Printers
  • In the control panel, select Printers and Faxes.
    • This brings up the dialog box that shows all of the installed printers.
  • Double click “Add a printer” to install a new printer.
    • In most cases, you will click “Have Disk” and browse to the installation CD to continue installing the printer.
selecting printers
Selecting Printers
  • To set a certain printer as the default printer, right click the printer icon and select “Set as default printer”.
    • This means that if you just press the printer icon in any program, the print job will automatically be sent straight to the selected printer.
  • You can choose a different printer by going into the Print menu of any software program and selecting a printer from the drop down menu.
printing options
Printing Options
  • The Print dialog box allows you to control various specifications for a printout.
  • The basics of the print dialog box are fairly standard in software.
    • Select a printer
    • Determine the page range
      • Current page or slide
      • Selected text
      • Specific pages
    • Set the number of copies
    • Choose layout options.
    • Click OK to print.
types of networks
Types of Networks
  • LAN – Local Area Network – a data communications network that typically connects personal computers within a very limited geographical area. Ex: high school computer labs
  • WAN – Wide Area Network – covers a large geographical area and usually consists of smaller networks. Ex: Internet.
  • Client/Server – contains one or more computers configured as a server and the remaining computers configured as clients.
  • Peer To Peer – each computer on the network acts as a client and a server. Also called P2P.
  • Bridges can be used to connect different types of networks together.
wireless networks
Wireless Networks
  • Most wireless networks are LANs.
  • Wireless networks transport data as RF signals (radio frequency).
  • Data is sent and received with a transceiver, which is a combination of a transmitter and a receiver that has an antenna.
  • All computers on the wireless network must have a transceiver.